TECHNICAL SPECIFICATIONS

Citywide HVAC

Service, Repair and Maintenance to Heating, Ventilation, Air Conditioning (HVAC) Systems, Boilers, Cooling Towers and Chillers

This contract provides for a time and materials contract for Service, Repair/New Installation and Maintenance to Heating, Ventilation and Air Conditioning (HVAC) Systems, the annual inspections of the Boilers, Cooling Towers and Chillers owned and operated by the City of Atlanta at designated facilities and includes all labor, and incidental materials and parts on a twenty-four (24) hour, seven (7) days per week basis.

Requested and authorized service and repair shall be for HVAC systems, (listed in bid sheets, as information) and may include:

1 QUALIFICATIONS

1.1 Proponent shall possess a minimum of ten (10) years experience maintaining HVAC systems in facilities similar in scope to City of Atlanta, using products and procedures as deemed in this bid document.

1.2 Proponent shall affirm certification to provide maintenance services and repairs according to the original equipment manufacturers' specifications.

1.3 Proponent shall affirm that stock is either maintained or obtainable within a thirty (30) mile radius of the Atlanta City Hall, 55 Trinity Street, SW, Atlanta, Georgia, to provide maintenance services and repairs. If Proponent cannot affirm stocked items, per systems listed in this bid document, a statement of delivery schedule for ordered items must be offered as a labeled attachment.

1.4 Proponent shall possess the required licenses such that are received by general construction contractors or equivalent.

1.5 Proponent shall provide a list, by labeled attachment utilizing example format, employment and use of factory trained technicians assigned to repair and maintain HVAC systems, including specific system(s) certification:

2. SERVICE

2.1 Scheduled service activities shall include one (1) of each of the following activities for air-conditioning units:

A. Cooling Season Start-up Preparation & Inspection B. Operating Season Inspection (after 3 months) C. Annual Equipment Shutdown Inspection

2.2 Service to HVAC system(s) shall also include requested and authorized work tasks, such as adjustments, not related to a repair.

2.3 All work must be authorized by the City prior to scheduled services being rendered.

DRAFT

Docusign Envelope ID: 89E13195-86D8-4665-A40F-340F3BA0D936

3. REPAIR/NEW INSTALL

3.1 Repairs are defined as those unscheduled work orders, requiring part(s) replacement(s). New installs are defined as scheduled work orders, requiring the acquisition of new HVAC units or associated equipment.

3.2 All repairs/new installs must be authorized prior to repair services being rendered.

3.3 For authorization, proponent shall provide a written estimate of repair/install cost(s), which shall include a description of work to be performed; a notice of any required shutdown time; the total number of man-hours and a total cost of parts.

3.4 The City reserves the right to end the service and repair agreement on individual

HVAC systems. In this instance, the City’s OEAM Director reserves the right to issue a thirty (30) day written notice to the Chief Procurement Officer to implement written notice to the proponent, with regards to cancellation of the contract for faulty installations or repairs.

3.5 The City will monitor and take exception to any use of, and subsequent billing for, additional man-hours which were not pre-approved/authorized.

4 MEASURES OF PERFORMANCE

4.1 Proponent shall provide all management, supervision, labor, materials, supplies, repair parts, tools and equipment for the economical and satisfactory service and repair of all HVAC systems.

4.2 All service calls shall be made by the proponent shall be an HVAC technician with a minimum of five (5) years experience in the HVAC maintenance/troubleshooting field.

4.3 The proponent agrees that all work shall be done by and under the supervision of skilled, experienced certified or licensed HVAC service and repair people, directly employed by the proponent.

4.4 The service technicians must be experienced on City systems and possess a certificate verifying factory training.

4.5 The service technician must respond to customer complaints within two (2) hours of contact.

4.6 Mechanical rooms and equipment will be kept clean and free of debris.

4.7 Proponent shall have responsibility for doing scheduled and unscheduled service and repairs as necessary on a twenty-four hour, seven (7) days a week basis, including emergency call-back service.

4.8 Proponent agrees to respond to a major failure of equipment systems and components within one (1) hour of the occurrence.

4.9 Proponent must possess capability to provide additional technicians, if necessary, from local resources within two (2) hours of the occurrence.

4.10 Proponent must possess the capability to do a major overhaul or retrofit of all

HVAC systems/parts, if necessary.

4.11 Proponent shall invoice the City for costs associated with repairs. A receipt for all parts reimbursements must accompany the submitted invoice.

5. SERVICE ACTIVITIES – CHILLER & SPLIT SYSTEMS

5.1 Proponent may be requested to perform scheduled services activities including:

A. Cooling Season Start-up Preparation & Inspection -Pressurize the unit and conduct a leak check -Check refrigerant and oil levels -Check oil sump and purge oil heaters and temperature -Check and test all operating and safety controls -Check the starter operation -Start the chilled water pump -Start the condenser water pump and cooling tower -Start the chiller and calibrate controls -Log operating conditions after system and unit stabilize -Review operating procedures and owner's log with operator -Check auxiliary equipment operation

B. Operating Season Inspection (after three (3) months) -Inspect chiller and adjust safety controls -Check check operation of controls -Check oil and refrigerant levels -Check operation of lube system -Check the oil return system -Check operation of motor and starter

-Check log and review chiller and system operation with operator log and report repairs and parts that are required

C. Annual Equipment Shutdown Inspection Check the compressor-motor assembly for the following items and perform service tasks as indicated:

-Record voltages -Merge and record motor winding resistance -Lubricate open motor -Check the coupling -Check the seals -Check inlet vane operator and linkage; lubricate where necessary

D. Compressor Oil System

-Change oil, filter and dryer -Conduct analysis on oil and at an independent laboratory -Check oil pump, seal and motor -Clean the dirt leg -Check heater and thermostat -Check all other oil system components including cooler, strainer and solenoid valve where applicable

E. Motor Starter -Run diagnostic check -Clean contacts or recommend replacement -Check linkage -Merging motor -Check all terminals and tighten connections -Check overloads -Clean or replace air filter where required -Dry run starter, checking starter lights

F. Control Panel -Run diagnostic check of micro control panel -Check safety shutdown operation -Check all terminals and tightening connections -Check display data accuracy and set points

G. Purge Unit -Inspect the operation of the unit -Change oil -Clean filter dryer -Clean orifice in the liquid feed-line to coil -Clean solenoid valves -Clean purge drum, check and clean float valve, replacing gaskets -Check heater operation -Check all other components for proper condition/operations, recording control set point

H. Check the condenser for the following items:

-Check the water flow -Check flow switch operation -Remove condenser head and inspecting end sheets -Mechanically brush cleaning condenser water tubes DRAFT

I. Check the Cooler for the following items:

-Check the water flow -Check the flow switch operation -Check refrigerant level

J. Check the System for the following items:

-Conduct a leak check and identify leak sources for repairs -Record condition of sight glasses -Check the refrigerant cycle to verify the proper operating balance -Check condenser water and chilled water heat transfer

K. Perform general tasks:

-Repair insulation removed for inspection and maintenance procedures -Clean equipment and surrounding area upon completion of work -Consulting with the operator -Report deficiencies and repairs required

COOLING TOWER

A. The services to be provided to the cooling towers are to include but not limited to the following:

-Provide the materials and the labor to drain and clean the cooling towers and fills, hot decks and basin;

-Provide the materials and the labor to clean the cooling tower strainers;

-Provide the materials and the labor to grease the cooling tower bearings, inspect all belts and check the gearbox oil;

-Provide materials and the labor to start-up the cooling tower and verify normal operations;

-Provide the materials and the labor to perform the above work during normal working hours (8:15 a.m.to 5:30 p.m.) Monday through Friday;

-Provide the cost separately to perform the cooling tower services

BOILERS

A. The services to be provided to the boilers are to include but not limited to the following:

• Provide the materials and the labor to perform inspections to boilers by:

-Checking all systems safeties and verify boiler operations;

-All difficiencies are to be reported in written form with quote to make the repairs;

-Provide the materials and the labor to perform a visual of the heating elements;

-If applicable, provide the materials and the labor to clean the boiler fireside, inspect water side, burners, auxiliary equipment flue & chimney base;

-Provide the materials and the labor to lubricate the pumps. All deficinicies are to be noted in writing and brought to the attention of the City immediate. The proponent is to also provide corrective measures and pricing.

6. QUALITY CONTROL

A. Unsatisfactory Work

In the event the work performance of the proponent is unsatisfactory, the proponent will be notified by the City and given seven (7) calendar days to correct the work, at no additional cost to the City.

B. Contract Performance Report

Monthly Contractor Performance Reports will be completed by the City’s personnel outlining the overall quality and quantity of services provided by the proponent. A copy of the report will be released to the proponent and OEAM’s Procurement representative.

An annual Contract Performance Report will be completed and release to the City’s Department of Procurement and to the proponent.

6.1 PURPOSE

The methods of reporting the quantity and quality of services are detailed below and are designed to ensure the City received true value. The City shall be sole judge concerning the demerits of products, materials, and/or service(s) provided in accordance with specifications set forth in bid solicitation, or if it is determined the proponent is operating in violation of federal, state and local applicable laws and ordinances. No consideration shall be given for failure to perform properly.

6.2 VENDOR SITE REPORT (Call Sheet)

6.2.1 This is a duplicate form supplied by the proponent.

6.2.2 The form shall contain areas to record the following:

A. City Agency Name B. Location C. Date D. Type of service (Service/Repair/Emergency/Preventive Maintenance) E. Day of servicing F. Serviceman signature block G. City representative signature block

(After completion of the service, copy is to be kept at the user agency site.)

6.3 VENDOR PERFORMANCE EVALUATION

6.3.1 This duplicate form supplied by the City (sample attached)

6.3.2 Instructions on completing the form are detailed on the form.

6.3.3 The purpose of this document is to detail all concerns regarding unacceptable performance of the Contractor.

6.3.4 The original of the form shall be forwarded to OEAM until termination of this contract or any subsequent extension of the contract.

7. Proponent shall invoice the City for costs associated with repairs. The submitted invoice must be accompanied by a receipt for all parts reimbursements.

8. SUBCONTRACTORS

While the City of Atlanta reserves the right to approve and/or reject any subcontractor, specialized service beyond the reasonable capabilities of the proponent may be subcontracted at no additional cost to the City. The proponent accepts full responsibility for the quality and timeliness of the subcontracted work and provides an unconditional guarantee of quality of subcontracted work, whether completed on/off-site.

9. PAYMENT

Invoice charges, if any, are to be accumulated and paid once each month. Invoices are to be signed by the proponent or authorized delegate. Original invoices must be mailed or sent to the Department of Finance for payment.

10. SILENCE OF SPECIFICATIONS

The apparent silence of this specification and any supplemental specifications as to any details, or the omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be first quality. All interpretations of this specification shall be made upon the basis of this statement, with City interpretation to prevail.

Proponent is cautioned to make his/her bid complete and to furnish all information and detail required by these specifications. Failure to comply may result in the bid being rejected due to incompleteness.

11. ADMINISTRATION OF CONTRACT

Any disputes concerning quality or quantity of Contractor's performance shall be resolved by OEAM Director and the Chief Procurement Officer, Department of Procurement, or authorized designee.

12. CANCELLATION

The City upon thirty (30) days written notice from the Chief Procurement Officer may cancel the contract if services are unsatisfactory or ineffective. The cancellation has to be completed in writing.

13. CONTRACTOR PERFORMANCE REPORTING

Monthly Contractor Performance Reports will be completed by the City’s personnel (OEAM Department), outlining the overall quality and quantity of services provided by the proponent. A copy of the report will be released to the proponent and Procurement Department.

An annual Contract Performance Report will be completed and released to the City’s Procurement Department and to the proponent.

14. WARRANTY

Proponent shall guarantee all work for a minimum period of one (1) year, plus any period specified by a manufacturer beyond a year. The guarantee, including all equipment and workmanship, shall be unconditional/without limitations, and shall become effective upon acceptance of work.

15. PAYMENT OF SUBCONTRACTORS

Within seven (7) days after receipt of amounts paid by the City for work performed by subcontractors under this contract, the proponent shall either:

-The subcontractors for the proportionate share of the total payment received from the City attributable to the work performed by the subcontractors under this contract; or

-Notify the City and subcontractors, in writing, of his intention to withhold all or a part of the sub -proponent’s payment and the reason for non-payment.

-The proponent shall pay interest to the subcontractors on all amounts owed that remain unpaid beyond the seven-day period.

-Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month.

-The proponent shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements as set forth above with respect to each lower-tier subcontractors.

-The proponent's obligation to pay an interest charge to subcontractors pursuant to this provision may not be construed to be an obligation of the City.

EXHIBIT A-1

COST PROPOSAL

LABOR AND MATERIAL PRICING

Proponent shall provide the quote for labor required for installation and/or repair of HVAC parts that is not normally covered under the contract. This labor pricing guideline shall be used for repairing damages resulting from negligence, vandalism, fire, acts of God and any other act beyond the control of the Contractor, including retrofitting and installation. For the purposes of this agreement, normal operating hours for the City of Atlanta shall be from 7:30 a.m. until 5:00 p.m., Monday through Friday.

Respondents shall quote dollar amounts ($) for labor during normal and overtime/premium operating hours for the following:

Straight-time Over-time Saturday Sunday Holiday /per hour M-F /per hour /per hour /per hour /per hour

Journeyman Mechanic $________ $________ $_______ $________ $_______

Project Supervisor $________ $________ $_______ $________ $_______

Other $________ $________ $_______ $________ $_______

Other $________ $________ $_______ $________ $_______

a. Proponents shall submit the most recent material price list, catalog. List must be typewritten pen or pencil will not be accepted.

b. Proponents must quote the discount for items furnished from the attached price list:

c. Proponent shall indicate the percentage (%) of mark-up on parts/materials: ___________%